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About this lesson
Learn how to apply and control page numbers and insert file notes.
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Multiple versions of this lesson are available, choose the appropriate version for you:
Exercise files
Download the ‘before’ and ‘after’ Word documents from the video tutorial and try the lesson yourself.
Page Numbers and File Location Notes .docx72.5 KB Page Numbers and File Location Notes - Solution.docx
72.6 KB
Quick reference
Page Numbers & File Location Notes
Learn how to apply and control page numbers and insert file notes
When to use
When you want to add page numbers to your document for ease of use.
Instructions
Access the Footer two ways:
- Move your mouse to the bottom margin of the page and double click.
OR
- Click the Insert Ribbon, Click Footer drop-down arrow and choose a layout
OR, click the “Edit Footer” option - Observe the three changes to your screen:
- The document portion is shaded and the footer portion is brightened up
- The dashed line appears with the footer label
- A new ribbon opens at the top:
Insert Page Numbers into the Footer:
- On the Header & Footer Tools Ribbon
- Click Page Number drop-down arrow and choose a layout
Note: this will wipe out any existing text inside the footer - OR, click the “Current Position” option, which will retain text already in the footer
- With the tab key (on your keyboard), move the page number inside the Footer
Insert File Location Notes into the Footer:
- While in the Footer area, position the insertion point where you want the File Path to be placed.
- On the Header & Footer Tools Ribbon, click Document Info
- Click the “File Path” and observe the result.
Two options to close the Footer:
- Move your mouse to the document page and double click.
OR - Choose “Close Header/Footer”on the Header & Footer Tools ribbon
- 00:04 Now this is a lesson where we're gonna put the footer to work.
- 00:09 In the last video you saw how to use headers and footers.
- 00:13 This time we're gonna use a footer for page numbers and
- 00:16 file location notes which are the most common items to put in the footer.
- 00:21 So let's go ahead and take a look at the bottom of the screen.
- 00:24 Float your mouse down into the footer area.
- 00:26 It looks grayed out, but a double click, click click, will activate that area.
- 00:30 Now when you're in here, we're gonna go ahead and notice that the header and
- 00:33 footer ribbon is open.
- 00:35 And if you take a look over on the left-hand side,
- 00:37 here is the page number drop down list.
- 00:40 You can put page numbers at the top of the page, the bottom of the page,
- 00:43 in the page margins.
- 00:45 But I'm gonna go ahead and choose bottom of the page.
- 00:47 Now there is an entire gallery here, and you can scroll through and
- 00:50 look at all the different designs that they've already made for you for
- 00:54 page numbers, but I'm gonna go ahead and choose page number three.
- 00:57 Now remember, when you choose from the gallery,
- 01:00 it will wipe out anything that's already written in there.
- 01:02 And you can see, I have my website written in there.
- 01:05 So I'm gonna go ahead and click on this one and observe what happens.
- 01:09 It does place a page number on the right-hand side.
- 01:12 And now every subsequent page will be page two, three, and four.
- 01:15 But it also wiped out the text that I had written there.
- 01:19 So, we're gonna undo that.
- 01:21 Press Ctrl+Z on your keyboard, or click the Undo button on your quick access bar.
- 01:27 Let's put that back.
- 01:28 Here's a trick how to get around that.
- 01:31 Right up here I'm still in my headers and footers ribbon, page number.
- 01:35 We did bottom of page, but if you look one, two more down says current position.
- 01:42 Current position will place the page number wherever your mouse is, but
- 01:46 it won't wipe out the text that's already in your Footer.
- 01:49 So go ahead and click.
- 01:50 I'm just gonna click on plain number, and
- 01:53 there went my number one right by goskills.
- 01:55 I don't necessarily want the number one right there.
- 01:58 So I'm gonna click in front of it.
- 02:00 And I'm just gonna hit tab a couple times, and
- 02:03 that pushes it over to the right-hand side.
- 02:05 And now all my subsequent pages will continue numbering two, three, and four,
- 02:10 but I don't have to go in and re-type all my text for my footer.
- 02:14 All right, let's go ahead and double click out of there, click click, to go back into
- 02:18 your document, and let's force a page break underneath this item number six.
- 02:23 Let's force a page break.
- 02:25 I'm gonna hit Control+Enter on my keyboard to force a page break.
- 02:28 So you can scroll down, and
- 02:30 you can see the bottom of page two actually does say page two.
- 02:34 Success.
- 02:34 That's good.
- 02:35 All right, let's go back up to the page one footer.
- 02:39 Please go ahead and activate your footer again.
- 02:42 You can double click on the footer.
- 02:43 Or you can go to insert, and you can choose footer right here.
- 02:48 When I open up my footer I actually don't want it to wipe out anything, so I'm
- 02:53 just gonna go to edit footer right down here, and it won't wipe out any existing.
- 02:58 Had I chosen something from gallery, it's gonna wipe out my existing footer.
- 03:01 I'm just gonna hit edit footer which is just as good as a double click.
- 03:05 It's your personal preference.
- 03:06 What I want in here is I want to put my file location note.
- 03:10 So, I'm gonna go ahead and click behind my website, and I'm gonna hit Enter once.
- 03:15 Now notice, my page number did not budge.
- 03:17 It stayed in place, but my insertion point did move right under my website.
- 03:22 And now I want to insert my file location.
- 03:25 Well right over here, if you look on our footer options we have document info.
- 03:30 When you click the document info you can actually put the file name,
- 03:35 the author name, the file path, document title,
- 03:38 document properties, at any particular field you want in there.
- 03:41 I'm gonna go ahead and click file path, and
- 03:43 what'll happen is it actually inserts the entire file path of this document.
- 03:50 Now, that looks like a lot information, and of course I could size it down.
- 03:54 Go ahead and just make it smaller if you want, but
- 03:57 the beauty of putting your file location into your footer is that electronic files
- 04:02 kind of get lost from their locations, and a printout will tell you where it's filed.
- 04:06 It's very common to see these on documents in offices all over the world, so
- 04:11 don't be afraid to use that feature.
- 04:12 It's very valuable.
- 04:14 It helps you keep your sanity later when you can't find something.
- 04:17 All right, now I'm gonna go ahead and close my Header/Footer.
- 04:20 Again, I can double click into the document page, or
- 04:24 I can come up here and hit close header footer on the ribbon.
- 04:27 And there you have it.
- 04:28 You have added your footer to page one and page two, and they look the same.
- 04:34 I hope you practice with that, very good information.
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